What are the responsibilities and job description for the Veterinary Hospital Administrative Support Specialist position at North Carolina State University?
Job Posting Information
Posting Number
PG194787SP
Internal Recruitment
No
Working Title
Veterinary Hospital Administrative Support Specialist
Anticipated Hiring Range
$43,000 - $46,600
Work Schedule
Monday - Friday 8:00 a.m. - 5:00 p.m. with occasional overtime.
Job Location
Raleigh, NC
Department
CVM Teaching Hospital
About the Department
The NC State Veterinary Hospital (VH), established in 1983, is one of the highest rated veterinary academic medical centers in the country, serving communities throughout North Carolina as well as many other states. The hospital staffs over twenty clinical services with board certified specialists that are nationally and even internationally renowned, ensuring the VH is on the cutting edge of veterinary medicine.
Patients benefit from the combined expertise of multiple specialists utilizing a team approach to patient health care. Each year, nearly 35,000 patients are treated in the VH. The VH provides compassionate care, state of the art specialty health care, expert clinical instruction for 4th year veterinary students from College of Veterinary Medicine, and ongoing investigation of innovative techniques and procedures to further advance the field of veterinary medicine.
Patients benefit from the combined expertise of multiple specialists utilizing a team approach to patient health care. Each year, nearly 35,000 patients are treated in the VH. The VH provides compassionate care, state of the art specialty health care, expert clinical instruction for 4th year veterinary students from College of Veterinary Medicine, and ongoing investigation of innovative techniques and procedures to further advance the field of veterinary medicine.
Wolfpack Perks and Benefits
As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.
What we offer:
- Medical, Dental, and Vision
- Flexible Spending Account
- Retirement Programs
- Disability Plans
- Life Insurance
- Accident Plan
- Paid Time Off and Other Leave Programs
- 12 Holidays Each Year
- Tuition and Academic Assistance
- And so much more!
Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.
Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide critical administrative support to the Director of Small Animal Clinical Services. The ideal candidate possesses exemplary communication skills and a strong sense of initiative.
Key Responsibilities (Concise Summary)
Key Responsibilities (Concise Summary)
- Executive Calendar Management: Independently manage the Director’s complex schedule, prioritizing meeting requests, minimizing conflicts, and ensuring efficient time usage.
- Recruitment Coordination: Manage the administrative aspects of recruitment, including scheduling interviews, preparing candidate packets (logistics, times), and completing reference checks.
Administrative Oversight & Policy:
- Oversee all administrative facets of monthly Service Chief meetings (agenda prep, minutes, policy updates).
- Ensure administrative Standard Operating Procedures (SOPs) are current.
- Draft professional correspondence and edit all documents for grammar, clarity, and accuracy.
- Operational Support: Assist with minor hospital duties (supply ordering, maintenance calendar) and ensure all official paperwork/write-offs are accurate and complete prior to Director review.
- Complaint Resolution Support: Pull necessary documentation (medical records, logs, bills) to assist in handling clinician/rDVM complaints.
Qualifications:
- Exceptional organizational skills and attention to detail.
- Exemplary verbal and written communication skills.
- Demonstrated initiative and proven ability to manage complex executive calendars and priorities independently.
Other Responsibilities
- General office support duties such as general correspondence, faxes, and mail; compose, type, and proofread letters and memos as required using departmental guidelines; update departmental phone listing as needed.
Qualifications
Minimum Experience/Education
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Preferred Qualifications
- Institutional Compliance: Strong working knowledge of academic/hospital policies and compliance requirements.
- Executive Support: Proven experience providing high-level administrative support to senior leadership.
- Project Coordination: Demonstrated skill in managing and driving complex projects (e.g, recruitment, documentation).
- Operational Detail: Exceptional detail-orientation for precise operational tasks, paperwork, and logistics.
- Effective Communication: Excellent collaboration and professional communication skills across organizational levels.
Required License or Certification
N/A
Valid NC Driver's License required
No
Commercial Driver's License Required?
No
Recruitment Dates and Special Instructions
Job Open Date
12/12/2025
Earliest Close Date- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)
12/19/2025
Notice to Applicants
Please note that the work history on your resume must also be included in your application.
Special Instructions
In addition to a fully completed application, please submit a resume and the contact information for at least 3 professional references. You may also submit an optional cover letter.
Position Details
Position Number
00108857
Position Type
SHRA
Position Classification Band Title
Administrative Support Specialist
Position Classification Band Level
Journey
Position Classification Salary Range
$ 34,602 - $ 58,870
Salary Grade Equivalency
NC09
Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.00
Appointment
12 Month Recurring
Mandatory Designation - Adverse Weather
Mandatory - Adverse Weather
Mandatory Designation - Emergency Events
Mandatory - Medical Emergencies
Time Limited Position
No
Time-Limited Appointment Length (if applicable)
Department Id
192001 - CVM Teaching Hospital
EEO
NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
Salary : $34,602 - $58,870